SCM/2026/13/ENG (Bitou Municipality

Key Dates and Administrative Details

• Tender Published: 22 August 2025

• Closing Date / Time: 12 September 2025 at 12:00 PM

• Contact Person: Amanda Melamane — telephone 044-501-3413

• Briefing Session: Yes, it is compulsory

  • Scheduled for 1 September 2025 at 10:00 AM

  • Venue: Engineering Services Boardroom, 17 Marine Way, Plettenberg Bay

Scope & Requirements

This is a Request for Proposal for works involving upgrading of flood lights at a sports field. Key elements likely include:

• Assessing existing flood lighting installation and electrical infrastructure

• Selecting appropriate flood light fixtures (lumens, wattage, durability, IP rating)

• Ensuring compliance with safety and electrical standards

• Civil and structural components (poles, foundations, wiring)

• Ensuring installation and commissioning services

The borrower (municipality) expects both technical workmanship and compliance with municipal and electrical norms.

Conditions & Special Notes

• Special Conditions: None explicitly listed as additional

• Tender document is available (file size ~133.5 KB) containing detailed specifications, drawings, safety requirements, and likely forms for bid submission

• Since a compulsory briefing is required, attendance is mandatory for all bidders

Strategic Advice for Bidders

1. Attend the Briefing Session:
   Since the briefing is compulsory, make sure to attend. Get clarifications directly, collect any addenda or changes, and note site conditions.

2. Technical Proposal Preparation:

   • Show qualifications of your electricians / technicians, relevant experience in sports field lighting

   • Include specifications for LED or preferred lighting options, energy efficiency, maintenance aspects

   • Account for supply, installation, cabling, poles/foundations, and civil works if needed

3. Compliance with Standards:

   • Adhere to local electrical safety regulations, wiring codes, IP protection for floodlights, structural standards for poles

   • Ensure your fixtures are durable (weather, corrosion) and meet performance requirements

4. Pricing & Total Cost of Ownership:

   • Include not just purchase and installation costs, but long-term costs: energy consumption, maintenance, lamp/fixture replacement

   • Provide warranties, expected lifespan of components

5. Timeline & Project Management:

   • Produce a realistic project schedule: delivery, installation, testing, commissioning

   • Show how you will minimize disruption (e.g. ensure safety during installation)

6. Local Presence & Resources:

   • Having local supply, understanding local conditions helps

   • Show access to materials, availability of skilled labour in Plettenberg Bay or nearby

7. Documentation & Bid Numbering:

   • Provide all required forms, declarations, company registrations, proof of tax status, good standing etc.

   • Clearly label the tender reference in your submission

8. Risk & Contingency Planning:

   • Consider voltage stability, backup arrangements, protection from environmental damage

   • Safety measures such as earthing, lightning protection etc.

Why This Tender Matters

• Improves public sports facilities and lighting safety for community use in Plettenberg Bay

• Visibility for your company in municipal infrastructure projects

• Potential for future contracts in civil / electrical works if executed properly

Summary Snapshot